One of the most exciting times of the year is only a couple of weeks away — Homecoming. Among the departments organizing memorable activities is Student Union and Event Services (SUES). You can bet that safety has been at the forefront of their planning efforts.
The team, which organizes and hosts an impressive 7,000 events each year, partners with Risk Management & Safety units to ensure campus functions are not only fun but also safe.
RMS’ event planning involvement includes securing event permits and facilitating unique requests, such as creating a human-size inflatable snow globe in Pida Plaza during Rebel Wonderland. This feat necessitated securing the giant globe with tie downs, setting person count limits, establishing entering and exiting procedures, and ensuring each participant signed liability waivers and wore a wristband.
SUES and RMS’ joint effort is a prime example of how collaboration among campus teams improves the Rebel experience.
“A safety culture is a partnership in all things safety with the RMS department and the campus community,” says Paul Garcia, director of Risk Management & Safety. “It includes shared attitudes, values, and perceptions that guide people to perform tasks safely.”
SUES' close working relationship with the department grew out of a need for a stronger RMS presence at campus events. It was crucial for RMS to be involved in the early stages of the event planning process.
The RMS units include Fire & Life Safety, Occupational Safety, and Risk Management & Insurance Claims.
They meet with SUES and other clients to discuss pre-event logistics, including:
- Reviewing event submissions, diagrams, and permit applications to secure the proper documentation (e.g., tents, food trucks, insurance, outdoor assembly)
- Working with University Police Services to arrange security for high-profile guests
- Conducting site pre-inspections and walkthroughs to ask and answer questions
- Examining power cords to make sure they are not overloaded, daisy-chained, or pose tripping hazards
- Ensuring maximum occupancy limits and safe egress routes are maintained
"This collaboration is not just about hosting events; it's about fostering a community where safety and enjoyment go hand in hand,” says Erin Farrar, interim director of Student Union and Event Services and executive director of Campus Recreational Services and SRWC Facilities. "By integrating rigorous safety protocols with the creativity of our events planning, together we ensure that every student, faculty member, and visitor enjoys an environment where fun is maximized, and risks are minimized.”
Additionally, RMS:
- Helps with crowd control
- Ensures EMTs are on site
- Makes sure restrooms are nearby
- Works with University Police Services to ensure their presence is felt at events when needed
- Provides guidance in creating emergency and evacuation plans for events with more than 1,000 attendees.
Since they began working together several years ago, the teams have adopted a more holistic and streamlined approach to the event planning process. For example, RMS has led the implementation of electronic event waivers, which are mandatory for SUES to collect.
“RMS’ goal is to make events happen as successfully as possible according to our vision and within safety protocols,” says Assistant Director for Sales & Event Services Carrisa Dees.
“The Risk Management & Safety team, in close partnership with Student Union and Event Services, doesn't just plan events,” says Farrar. “We engineer experiences that are both exhilarating and secure.”
Rebel Homecoming is Oct. 21-25. Celebrating tradition is a fun time on campus for students, faculty/staff, and alumni. Learn more about #RebelHomecoming celebrations and events.
